Hiring contractors for a strata: a checklist for councils
Most of a strata's money goes to contractors. A consistent hiring process protects the building, the budget and the council members who signed.
Last reviewed November 10, 2026, against the current Strata Property Act, Strata Property Regulation and Standard Bylaws on BC Laws.
The short answer
Before hiring a contractor, a BC strata council should confirm it has authority to spend (budget, owners' resolution or section 98), compare written quotations, check liability insurance and WorkSafeBC coverage, deal with any conflict of interest under section 32, sign a written contract, and record the decision by motion in the minutes with the contractor, price and fund. The Act does not require three quotes, but a comparison is the best evidence of prudent spending.
Step 1: confirm authority to spend
Ask first where the money comes from.
- In the budget? Council may proceed within the budgeted amount.
- From the contingency reserve fund? The owners must approve first, by majority or 3/4 vote depending on the work (section 96).
- Not in the budget? Only within the section 98 limit, or as an emergency.
See council spending limits. A strata corporation has the capacity to enter contracts for its powers and duties (section 38). The contract is with "The Owners, Strata Plan [number]", not with council members personally.
Step 2: write the scope
Contractors can only be compared if they price the same work. Write one page: what is to be done, where, to what standard, materials, timing, access and cleanup. For major work, such as roofing, envelope repairs or re-piping, have an engineer or other qualified consultant write the specification and review the bids. The depreciation report is a good starting point for what is needed.
StrataMinutes can take this off your plate. Council work is volunteer work. Hand off the minutes: send us your notes and receive complete, properly formatted minutes. Your first month is free.
Step 3: get quotations
The Strata Property Act does not require a set number of quotations. Your bylaws or management contract might. Good practice:
| Value of work | Suggested process |
|---|---|
| Small, routine | One quotation from a known contractor |
| Moderate | Two or three written quotations |
| Major | Formal tender with a consultant |
Compare more than price: what is included, exclusions, warranty, schedule, references and experience with strata buildings. The lowest bid that omits half the scope is not the lowest.
Step 4: check the contractor
- Liability insurance. Ask for a certificate of insurance showing commercial general liability coverage, and that it is current.
- WorkSafeBC. Ask for a clearance letter showing the contractor is registered and in good standing. If a contractor has not paid its premiums, the party that hired it can be held responsible for them.
- Licences and permits. Electrical, gas and similar work must be done by properly licensed trades, with permits where required.
- References, preferably other stratas.
- Business details: legal name, address and GST number.
Keep copies with the contract. Written contracts are records the strata must retain (section 35).
Step 5: conflicts of interest
If a council member, or their family or business, has an interest in a contractor or the contract, section 32 requires that member to disclose it fully and promptly, abstain from voting, and leave the meeting while the contract is discussed and voted on, unless council asks them to stay to provide information. Record the disclosure. If the rule is not followed, the contract can be challenged in court unless the owners ratify it by a 3/4 vote after full disclosure (section 33). See conflict of interest.
Step 6: sign a written contract
A quotation signed back is a contract, but for anything significant, the document should cover:
- parties, scope and price, and what happens with extras (in writing, approved before the work),
- start and completion dates,
- payment schedule tied to progress, not dates,
- holdback: BC's Builders Lien Act generally requires a holdback from payments on construction contracts, so ask your lawyer or consultant how it applies,
- insurance and WorkSafeBC requirements for the duration,
- warranty, cleanup and damage,
- who gives instructions on the strata's behalf, and
- termination.
Council should authorize one or two members to sign, by motion.
Step 7: record the decision
Sample minute wording: Council reviewed three quotations for replacement of the east stairwell membrane: Harbour Roofing $18,900, Apex Exteriors $21,400, Island Membranes $17,200 (excluding drain replacement). MOVED and SECONDED that council accept the quotation of Harbour Roofing Ltd. dated May 4, 2026, at a price of $18,900 plus GST, paid from the contingency reserve fund as approved by the owners at the AGM of February 24, 2026, and that the president and treasurer be authorized to sign the contract. CARRIED (5 in favour, 0 opposed).
That one paragraph answers nearly every question an owner or future council could ask.
Managing the work
Name one contact person. Inspect before each payment. Approve changes in writing. Collect warranties and close-out documents before the final payment. Report progress at each council meeting so it appears in the minutes.
Questions councils and owners ask
Does a strata council need three quotes in BC?
The Act does not require it. Check your bylaws. Comparing quotations is good practice and shows prudent decision making.
Can a council member's company be hired?
Yes, if the member discloses the interest, abstains and leaves the meeting for the decision, as section 32 requires.
Who signs contracts for a strata?
The strata corporation is the party. Council authorizes specific members or the manager to sign on its behalf.
What insurance should a contractor have?
Commercial general liability insurance and WorkSafeBC coverage, with proof of each before work starts.
Do contracts have to be kept?
Yes. Written contracts to which the strata corporation is a party are records under section 35.
The contract decision belongs in the minutes
Contractor, scope, price, fund, vote. StrataMinutes prepares minutes that capture each one, so a later council can see exactly what was approved.
Free for 30 days, then $29 a month. Cancel anytime.
For a 30-lot strata, that is under $1 a lot each month. Have the strata pay: free council approval kit.
This page is general information for BC strata corporations, not legal advice. Your strata's own filed bylaws may differ from the Standard Bylaws. See the current text of the Strata Property Act and the Strata Property Regulation on BC Laws.
Related guides
Council Spending Limits
Conflicts
Emergency Repairs
Reserve Fund Spending Rules
Motion Wording Examples
Depreciation Report RFP Builder